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Faith Family Medical Center

Executive Assistant

Faith Family Medical Center

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Job Summary

This position provides daily support to the President/CEO and members of the Leadership team. This person will report directly to the President/CEO and will work M-F 40 hours per week.  The Executive Assistant must be organized, creative and enjoy working within a small, fast-paced environment. The Executive Assistant will need critical thinking skills and will be responsible for exercising good judgment in a variety of situations.  Must have strong written and verbal communication skills along with excellent administrative skills, with an ability to prioritize, multi-task and follow through on diverse activities. The Executive Assistant will be responsible for handling confidential matters.

Job Responsibilities

  • Manage President’s calendar and schedule meetings as directed.  Keep President informed of upcoming action items, commitments and responsibilities. Prepare meeting materials and handle general correspondence. Research, prioritize and follow up on incoming issues addressed to the President, including those of a sensitive or confidential nature. Occasionally research and/or set up travel arrangements.
  • With the President, prepare meeting agendas and supporting material for Board of Directors and other committee meetings; ensure timely distribution of materials to board or committee members; create action list for Leadership staff following board and committee meetings.
  • Work with President and Development team to assist with fundraising efforts.
  • Prepare, submit and track expenses and expense reports for President.  
  • Draft and/or proofread correspondence, reports and other written documents.
  • Draft and respond to President’s e-mails, screen and track e‑mails, prepare follow-up memos and reports from meetings.
  • Organize, maintain and assume custodial responsibilities for organizational documents, files and records.
  • Work on special projects as needed; assist with organizational needs such as project tracking; monitor progress toward goals.
  • Handle confidential and sensitive information relating to successful running of the organization and its systems.
  • Coordinate and maintain efficient administrative systems and operations related to management of electronic and paper filing systems.
  • Manage office supply inventory and purchasing.

critical thinking skills and will be responsible for exercising good judgment in a variety of situations.  Must have strong written and verbal communication skills along with excellent administrative skills, with an ability to prioritize, multi-task and follow through on diverse activities. The Executive Assistant will be responsible for handling confidential matters.

Primary Responsibilities

  • Manage President’s calendar and schedule meetings as directed.  Keep President informed of upcoming action items, commitments and responsibilities. Prepare meeting materials and handle general correspondence. Research, prioritize and follow up on incoming issues addressed to the President, including those of a sensitive or confidential nature. Occasionally research and/or set up travel arrangements.
  • With the President, prepare meeting agendas and supporting material for Board of Directors and other committee meetings; ensure timely distribution of materials to board or committee members; create action list for Leadership staff following board and committee meetings.
  • Work with President and Development team to assist with fundraising efforts.
  • Prepare, submit and track expenses and expense reports for President.  
  • Draft and/or proofread correspondence, reports and other written documents.
  • Draft and respond to President’s e-mails, screen and track e‑mails, prepare follow-up memos and reports from meetings.
  • Organize, maintain and assume custodial responsibilities for organizational documents, files and records.
  • Work on special projects as needed; assist with organizational needs such as project tracking; monitor progress toward goals.
  • Handle confidential and sensitive information relating to successful running of the organization and its systems.
  • Coordinate and maintain efficient administrative systems and operations related to management of electronic and paper filing systems.
  • Manage office supply inventory and purchasing.
  • Assist Board Chair and committee chairs with administrative tasks, as needed.

Qualifications

  • Experience: Minimum 3 to 5 years relevant Executive Administrative experience, preferably in non-profit organizations.
  • Advanced in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat, and social media web platforms. Experience with DonorPerfect and WordPress a plus.
  • Strong interpersonal skills and ability to build relationships with stakeholders, including staff, Board members, external partners, and donors. 
  • Must be a team player and also be able to work independently
  • Well-organized and detail-oriented, with the ability to meet deadlines and manage multiple tasks, assignments, and priorities.

The above duties are not all inclusive.  This position is expected to perform other work-related duties assigned.  Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

 

Additional Information

Benefits

  • Earned time off
  • Health/Dental/Vision
  • HSA
  • SEP (when employed one year)
  • Life insurance
  • STD
  • Options to purchase additional LTD, Life, Cybersecurity, Behavioral Health Policy
  • Holiday pay

How to Apply

We are currently only accepting emailed resumes, which may submitted to smast@faithmedical.org.

Details

  • Date Posted: April 15, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Health (Physical, Mental)
  • Salary Range: TBD
  • Working Hours: 40 hours per week